Performance evaluation

Engineering Services has been working with the City Managers Office to ensure that the evaluation system we use for Hired Trucker rankings is as open, transparent and trusted as possible. Engineering Services has revised the evaluation criteria which we have been using and the new system shown below was described to hired truckers attending the General Meeting of September 2nd, 2010.

Hired Trucker Performance Areas for Evaluation

Described below are the areas of hired trucker performance that are important to Engineering Services in our evaluations. We have reduced the number of areas from ten to seven to make the areas of importance clearer to you. The weight given for each shows how important these areas are, with larger weighting indicating that they are more important. Site supervisors will be monitoring how you perform in all of theses areas and rate your performance.

Note: Sewers has an added performance item for material hauled.

Performance item	General requirements	Weight
Driver punctuality	Arrives on time for work starts	10
Ability to follow directions	Carries out work as instructed	20
Work efficiency	Returns promptly after deliveries	20
Driving practices	Drives and manoeuvres efficiently and safely	10
Operator safety gear	Always uses hard hat, vest and steel toed boots when required	10
Truck reliability/safety gear	Keeps truck in good condition to avoid break downs while working Tarp available Back-up beeper in good working condition Mud flaps Safety chains Tailgate condition Towing connection installed and in good working order Four way lights in good condition and used when needed	10
Administration	Provides accurate and clear billing and submissions, including daily time sheets	10
	Deals with billing issues promptly

Ratings of Hired Truckers by Field Supervisors

The field supervisors responsible for job site performance will be rating your performance in each of the areas above by giving points in the following way.

Always, or with only rare exceptions, meets the requirements	3 Points
Usually meets the requirements	2 points
Frequently fails to meet requirements	1 Point

Scoring for each Performance Area

For all hired Truckers on Branch Lists, the ratings for each performance area will be multiplied by the weight for the performance area to give a score for that area. The score for each area will be added to give the final evaluation score. The maximum score possible will be 270 (except Sewer Operations, see below).

The Sewer Operations Branch will continue to recognize that the amount of material hauled by service providers is especially important to their operations due to the amount of deep excavation work they do. Based on studies during the construction season, Sewers calculates a kilogram per dollar figure based on the average weight hauled, the number of full trips, and the hourly haul rate for each of their hired truck/haulage service providers. There is a deduction for overloading. Sewer Operations presently values this performance item at approximately 50 % of their total score. Therefore they will be including an item to the scoring listed above for their hauling studies with a maximum score of 270 based on those studies. The maximum total score for the Sewers Operations evaluations will be 540.

Final Scores and Branch Rankings

Each fall, Branches will use the evaluations from each of their field supervisors doing evaluations and establish a final score for each Hired Trucker. These final scores will provide the basis for the new Branch ranking.

Evaluations will now be carried out every year by the Sewers, Waterworks and Streets operations Branches.

Release of Evaluations

Once the evaluations are completed they will be issued to all Hired Truckers. If you have any concerns about your ranking you can use the existing appeal process described in the Appeal Process section of this web site. 

Minimum Requirements

Hired Truckers who frequently fail to meet the requirements in the opinion of several site supervisors will be notified to attend a meeting to review their performance. They will be advised of the specific concerns and notified in writing that on-going frequent inability to meet requirements is below our minimum expectations for service providers and may lead to their removal from our hired services list.

The Hired Truckers are expected to be able to provide any type of trucking/haulage services required by the Branch operations.